Costing Allocations. Is there any limit to the number of FAS accounts that can fund a position? No, there is no limit.

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1 Costing Allocations What are costing allocations? Costing allocations (formerly known as job assignment funding), tell Workday how a worker s position will be funded and for how long. Costing allocations can be assigned to a position as a whole or to specific earnings. Regardless of funding sources, all employees who receive compensation through payroll are required to have costing allocations assigned. How are costing allocations different from the FAS Account and FAS Sub Account I was required to enter when I created the position? The FAS Account/Sub Account assigned to the position represents a default level of funding. It is never the intent that this account pays the employee s salary, even if this default FAS Account is the only account that a department maintains. Costing Allocations must always be assigned in addition to the default level of funding that is assigned to a position. Are costing allocations tied to effort? Not necessarily. Costing allocations only capture from which accounts an employee will be paid and the distribution percentages that align with those accounts. How do I maintain costing allocations for an employee? Costing allocations can be maintained by navigating to the worker s profile and selecting the Pay tab. Under the sub- tab of Costing Allocations, select the Maintain button. The majority of the time, you will need to select only the position. If you are going to be funding a specific earning for the employee differently than the rest of their salary, you will need to ensure the worker, position and earning level of costing allocations are entered before proceeding. You should not enter a restrictions date. When assigning costing allocations at the earning level, you must set the earning costing allocations up first and then come back to do another costing allocation, which will need to be assigned at the worker and position level only so that the remainder of the salary has costing allocations assigned. For more information, see the Assign Costing Allocations quick reference guide. Is there any limit to the number of FAS accounts that can fund a position? No, there is no limit. How do I know if I need to enter an end date?

2 End dates should be entered on any costing allocations that are ending. Unless a staff employee of a tenured faculty member, there should always be an end date on the latest costing allocation that corresponds with their End Employment Date. What can the role of Costing Allocations Partner see and do? The costing allocations partner is able to assign costing allocations to all employees in the supervisory organizations to which they are assigned. This role also has access to view compensation and job details on workers. What should I do if I have a retroactive account change on an employee? The costing allocations should be updated in Workday, however a PETS transaction will also need to be completed. How do you correct an incorrectly entered costing allocation? You can access the Maintain Costing Allocations task at any time. If you made a mistake, you can navigate back to the worker s costing allocations and reassign. If the payroll has already run, you will need to initiate a PETS transfer in addition to correcting the Costing Allocations in Workday. Can we see dollar amount of costing allocation? Or just percentage? Within the costing allocation screen, you will not be able to view compensation. If you would like to view compensation at the same time you are maintaining costing allocations, we recommend you work in two different browsers at the same time to view the different tabs. Can I assign the Assign Costing Allocations task to my favorites? Yes. Within the Favorites worklet, you can maintain your favorites by click on the settings wheel on the top right of the page. Search for Assign Costing Allocations in Favorite Tasks and Reports field to add the task to your Favorites worklet. What is the deadline to make changes to costing allocations? Costing Allocations must be finalized by noon of the bi- weekly or monthly payroll close. Is there security tied to FAS accounts? No, there is not security built behind FAS Accounts as they often change, expire and are recycled. The same process will need to be followed as prior to Workday, if you notice an unfamiliar expense on a payroll register. You can use the information you see on the payroll register to search for the employee in Workday and get into contact with the Manager of the organization to which the employee is assigned.

3 Where can I review a history of costing allocations that have been changed on a worker? Navigate to the worker profile and click on Worker History under the Job Profile tab. If you select the View Worker History by Category option, all costing allocation assignments that have been completed for this worker will be listed. Click further in an event to display who carried out the task. See the View Worker History quick reference guide for more information. Will there be any paper notifications regarding changes to costing allocations? No, everything will be stored in Workday. Payroll Where can I see if an employee is paid bi- monthly or weekly? From the worker s profile, navigate to the Pay tab. The pay group will listed under the Pay Group tab. Will I be able to see GEMS payments in Workday? No, GEMS payments will not be viewable to anyone other than the employee (via their paycheck) and the Payroll Administrator. How will salary advances be handled in Workday? Salary Advances will continue to be handled in the same manner. The Monthly Salary/Vacation Advance Form (UPP 191) must be completed by the Employee and approved by the department. Form UPP 191 should be forwarded to Payroll Services for processing. If exempt employees run out of vacation days how do we pro- rate their salary within Workday? Payroll services will need to be contacted in order to pro- rate salaries in the case of absences without paid leave time. Do individuals who receive room and board, but no paycheck, have a place in Workday? Only employees and contingent workers will be in Workday. Individuals who do not receive a paycheck and are not categorized as contingent workers will not be in Workday. Where are tuition payments tracked/entered within Workday? Tuition payments are not tracked specifically in Workday. If a tuition payment is a part of a stipend of monthly salary, it will not be itemized. Request Compensation Change When should the Request Compensation Change process be used?

4 This process should be used to administer ad- hoc compensation adjustments such as equity adjustments or retention increases. For academic employees, this process should also be used to correct compensation post- offer acceptance to account for a negotiation that has changed the compensation of the new hire. How do I know which fields in the compensation page to adjust? The sections of the compensation screen that should be adjusted include the Salary section (or Hourly section if an hourly worker), and the Allowances section, if applicable. None of the other sections in this screen should be adjusted. See the Request Compensation Change quick reference guide for more information. Who will approve the request for compensation change? Compensation change requests for staff will be sent to the Budget Partner for approval. If over an 11% increase, the request will also be sent to the Compensation Administrator (central role) for approval. All academic requests for compensation changes will be sent to the Budget Partner and the Academic Compensation Administrator for approval. Student compensation change requests will only be sent to the Budget Partner in the case that they are in a Research Assistant Type A or B job profile, all other student requests will complete after initiating the request. What if you make a mistake in your compensation change request and it is accidently approved? Contact the Workday Knowledge Center so that they may rescind the request. Are union increases covered by the request compensation change business process? Annual union increases will be administered centrally, however the L743 six month probationary increase should be handles by the HR Partner. In order to view individuals in your organization who are approaching their probationary increase date, use the report RPT Local 743 Probationary Increases. If you cannot find this report, contact the Workday Knowledge Center to be granted access. Period Activity Pay Do I need to have an unfilled position available in order to administer period activity pay for someone who is already employed at the university? Yes, all workers need a position in order to have a job and receive compensation. If the employee will now be working for you, you will need to create a position for them. Use the Add Additional Job process once the position is created. During the Add Additional Job process, ensure the compensation assignment details are removed (use the minus icon), and insert a comment that indicates the employee will receive a period activity pay. The sub- process of Add Period Activity Pay will appear as part of the Add Additional Job process.

5 How will pay be recouped for period activity pay if the activity falls through (for example, if a class is cancelled)? The HR Partner or Academic HR Partner should navigate to the employees period activity pay assignments and end the period activity pay associated with the activity that will be ending. See the Period Activity Pay quick reference guide for more information. If the payment has been processed, the HR Partner will need to contact Payroll Services for an overpayment recovery. How will July merit/its related compensation increases be handled in Workday? The merit process in Workday will begin to be communicated to campus in spring How do we handle cases where someone doesn t get paid (most likely one- time payment or period activity pay) until after the job is over? Payment for work done should be issued in a timely manner. If exempt level work is being done on an on- going basis for less than a 12- month duration, period activity pay should be utilized. If the work is being done sporadically, One- Time Payment may be more appropriate. For questions regarding the appropriate format in which to compensate a worker contact the University of Chicago Compensation team. How do I give a bonus to someone with period activity pay? Employees who receive period activity pay, can receive One- Time Payments. The same One- Time Payment process should be used to accomplish this. See the Request One- Time Payment quick reference guide for more information. Compensation and Administrative Supplements How will Postdoctoral Fellows be paid in Workday? Postdoctoral Fellows will receive their payment through Workday. When hiring the Postdoctoral Fellow (or conducting a job change if the individual is currently an employee), the Propose Compensation sub- process will appear. In the Salary section of the compensation screen the Fellowship Plan should automatically default upon entering this screen. Enter the monthly amount in this section. Ensure you also enter and Actual End Date by clicking on the Additional Details section. How do we enter an allowance or payment that we want to start in the future (eg. 3 months)? Future dated payments can be entered in to Workday in as far in advance as needed. There are no restrictions on how early you can set up a payment in Workday.

6 How do I give someone outside of my organization an administrative supplement? A position will need to be created in your supervisory organization and the Add Additional Job will need to be initiated for the employee. At the time Propose Compensation sub- process appears, you will be able to input the appropriate allowance plan. One- Time Payments Do I need to have an unfilled position available in order to administer a one- time payment for someone who is already employed at the university? Yes, all workers will need a position in order to have a job in Workday. In order to issue a one- time payment, use the Add Additional Job business process to add a job to the employee within your organization. During the Add Additional Job, ensure the compensation assignment details are removed (use the minus icon), and insert a comment that indicates the employee will receive a one- time payment. Once the additional job is approved, you will be able to request a one- time payment for the employee. What effective date should I use for a one- time payment? Whatever pay period the date used for the one- time payment falls in will determine when it is paid. If the One- Time Payment is to be paid on the monthly payroll for January, use any date in January as the effective date.